SOP 7E.2.7
R. 8/1/03
9/15/05
OOHC EXIT INTERVIEW
COA STANDARDS:
- NA
LEGAL AUTHORITY:
- NA
PROCEDURE:
- Exit interviews are conducted with one-third of the weekly census of children in or formerly in Out of Home Care (OOHC) based on those children who are identified by the Children’s Review Program (CRP) andwhoHashave experienced a change in or exit from an OOHC placement whichandis not an independent living placement:
(a)IsAre age seven (7) or older;
(b)HasHave an IQ of fifty-five (55) or above;
(c)Lived in the prior placement at least thirty (30) calendar days; and
(d)Left the prior placement no more than thirty (30)forty five (45)calendardays prior to the interview.
2.Youth in the following placement types are not eligible for an exit interview:
(a)Community based residential living programs;
(b)Transitional living programs;
(c)Independent living programs;
(d)Support for community living programs;
(e)Psychiatric hospitals; or
(f)Psychiatric residential treatment facilities.
3.The number of children interviewed shall be determined by the Cabinet for Health & Family Services within their contract with the Children’s Review Program on a year to year basis. The Department for Community Based Services (DCBS) and R & C Workers may make a “special request exit interview” if the “special request” meets the following criteria:
(a)Upon completion of a Foster Home Review or CQA Investigation or FINSA, it is determined that an independent entity is needed to interview a child regarding their experiences of an out-of-home placement;
(b)A child exits a DCBS foster home and Children’s Review Program is unaware they have exited;
(c)Special circumstances exist that DCBS staff feel an exit interview is needed; and
(d)Children needing interviewed meet the following criteria:
(1)Have been in the out-of-home placement for a minimum of thirty (30) calendar days;
(2)Have an Full Scale IQ of 55 and above, if known; and
(3)Areseven(7) years or older.
The number of special exit requests will be based upon each regions OOHC population, not to exceed 150 statewide.
To request an exit interview, the DCBS or R & C worker having a child meeting the eligibility criteria above proceeds with the following steps:
Step 1:Contact Children’s Review Program Quality Assurance (QA) Coordinator who will triage the special request exit interview. Phone contact is (859) 455-7452 (ext. 243).
Step 2:Upon consideration, the QA Coordinator will determine if the need is sufficient for CHFS approval.
Step 3:If approved, CRP staff will e-mailthe requesting DCBS worker a copy of the CRP-QA 350-E Special Exit Request form for completion. The CRP-QA must be completed by the DCBS worker within five (5)business days upon receipt to avoid completion delays.
Note:If no approval is granted, process is ended. However, if the DCBS worker wishes to contest a CRP denied special request, the DCBS worker must do so in writing by submitting an e-mail to the Central OfficeOOHC Branch Manager, currently Mary Ellen Nold (). If the denial is overruled, CRP’s Quality Assurance (QA) Coordinator is contacted by Central Office OOHC Branch and the CRP-QA 350-E is submitted to the requesting worker and Steps 4-8 are carried out.
Step 4:The CRP-QA 350-E is e-mailed ()or faxed (502-564-5995) to the Central OfficeOOHC Branch managerby the DCBS worker.
Step 5:The Central OfficeOOHC Branch provides approval or rejection of the request within three (3) business days of receipt.
Step 6:Upon Approval, Central Office OOHC Branch staff will fax (859-225-3605) or e-mail () theCRP-QA 350-E to Children’s Review Program QA and the requesting entity. If approval is denied stop at Step 4.
Note: DCBS workers may contest a denial by the Central Office OOHC Branch, if additional evidence is resubmitted for reconsideration. In this case, the process may be shortened by submitting the additional evidence to Central Office OOHC Branch directly by e-mail.
Step 7: The Special Request Exit interview is completed by CRP-QA interviewer within five (5) business days of receipt of the CRP-QA 350-E form. The form is faxed for expediency, if necessary.
Step 8:Exit interview results are faxed or e-mailed by CRP to the DCBS worker(s) requesting the special request exit interview within seven (7) business days of the exit interview being received by CRP.
The DCBS worker provides a copy of the completed exit interview to the FSOS or designee for review.
4.CRP may contact theSSWDCBS worker and the child’s current placementfor information necessary for the exit interview (e.g. child’s handicapping conditions for which the interview must accommodate).
5.Trained CRP-QA interviewersstaffwillfrom the Cabinet’s, Ombudsman’s office (or other trained staff approved by the Cabinet):
(a)Conductand returnexit interviewsto CRP in a safe environment within thirty (30)fifteen (15)business days of being assigned;
(b)Document exit interviews on the Children’s Review Program Exit Interview Form;
(c)Mail the completed exit interviewform to CRP, who mailsfaxes the exit interview resultsa copy to the child’s SSW DCBS worker, within two (2) business days of the data being entered(andincludingthe R&C SSWworkerfor thea DCBS Foster home, if the child is in a DCBS Resource Home).
The DCBS worker provides a copy of the completed exit interview to the FSOS or designee for review.
6.If an interview cannot be conducted or completed, the CRP-QA interviewer documents the circumstances on theappropriate form.
7.The SSW DCBS workerand the FSOS or designeereviews the formexit interviewresultsto determine if action is necessary to address the form’s contents. Action may include:
(a)Involvement of the R&C SSW and DCBS worker;
(b)Revision of the Family Case Plan; or
(c)Contact with the child.
8.If, during an exit interview, a child discloses maltreatment:
(a)The CRP-QA interviewer immediately reports the allegations to the local DCBS office in the county where the alleged maltreatment occurred;
(b)The report is documentedCRP-QA interviewer documents the report by completion of the CRP Report of Suspected Child MaltreatmentCRP-QA 100 Fax Notification Cover for Maltreatment and Self Harm, CRP-QA 101 Exit Interview DCBS Staff Memorandum, and the CRP-QA 102 Report of Suspected Maltreatment Form,with a copy faxed to all parties designated on the form;
(c)If the allegation involves sexual abuse, serious physical injury, or poses a serious threat to the child or others, the CRP-QA interviewer attempts to notify the child’s SSWDCBS workerby telephone.
9.If, during an exit interview, a child threatens to harm himself or others:
(a)The CRP-QA interviewer immediately contacts the child’s current caretaker (e.g. facility staff, foster parent, relative, biological parent);
(b)If the current caretaker cannot be reached, the CRP-QA interviewer asks law enforcement for assistance in monitoring the child until appropriate help can be obtained; and
(c)The report is documented by theCRP-QAinterviewer byfaxing a completionedof theCRP Report of Threat of Harmto Self or OthersCRP-QA 100 Fax Notification Cover for Maltreatment and Self Harm, CRP-QA 101 Exit Interview DCBS Staff Memorandum, and CRP-QA 103 Report of Harm to Self or Others,with a copy faxed to all parties designated on the form.
10.When the SSWDCBS worker receives a CRP Report of Child Maltreatment or a CRP Report of Threat of Harm to Self or Others, the SSWDCBS worker:
(a)Reviews the form to determine if action is necessary, including:
(1)Involvement of the SSWDCBS worker or the R&C SSWworker;
(2)Revision of the Case Plan; or
(3)Contact with the child; and
(b)Notifies the Children’s Review Program of the action or inaction taken on the reportwhether an investigation will or will not be conducted and/or a FINSA will or will not be conducted (located within the “DCBS Response” section of the form) on the CRP-QA 102 Report of Suspected Maltreatment Form or theCRP-QA 103 Report of Harm to Self or Others formwithin ten (10) business days by completing the DCBS Response section of the form and faxing or mailing the form to the Children’s Review Program Quality AssuranceQAUnit.